Executive Assistant

This opening expired 2 years ago. Do not try to apply for this job.

Application deadline 2 years ago: Friday 5 Nov 2021 at 00:00 UTC

Open application form

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Reporting to Deputy Regional Director, the Executive Assistant is responsible for providing a variety of executive administrative support to the Deputy Regional Director with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant to the Deputy Regional Director works in close collaboration with UN Women staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas

  1. Provide executive support to the UN Women Deputy Regional Director • Manage the UN Women Deputy Regional Director ’s calendar and schedule of appointments and meetings. • Arrange travel and hotel accommodations for the UN Women Deputy Regional Director ;
    • Answer and screen calls for the Deputy Regional Director with tact and discretion; • Maintain roster of Country Office contacts.

  2. Provide administrative support to the UN Women Deputy Regional Director • Provide administrative support for meetings, events, and workshops; • Organize and attend meetings, prepare minutes and summaries; • Assemble briefing materials and prepare PowerPoint presentations for the Deputy Regional Director for meetings, missions, and other key events.

  3. Provide effective communication and information management support to the Deputy Regional Director ’s Office • Facilitate flow of information and communication between the UN Women Deputy Regional Director ’s Office and other units within or outside of UN Women; • Review, prioritize, and route correspondence to and from the UN Women Deputy Regional Director Office; take proactive follow-up action and keep the Deputy Regional Director informed; • Respond to and/or direct inquiries to appropriate units for timely action/response; • Draft routine correspondence and interoffice circulars; • Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

  4. Provide support to the Deputy Regional Director Office’s external relations activities • Facilitate the Deputy Regional Director ’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices; • Meet and greet officials/visitors;
    • Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

  5. Contribute to knowledge building and knowledge sharing • Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs; • Build and share knowledge and experience related to administrative and operations support.

KEY PERFORMANCE INDICATORS: • Timely and quality support to the Deputy Regional Director • Quality presentation of information • Quality and timely organization of events/meetings • Adherence to protocol

Core Values: • Respect for Diversity • Integrity • Professionalism

Core Competencies: • Awareness and Sensitivity Regarding Gender Issues • Accountability • Creative Problem Solving • Effective Communication • Inclusive Collaboration • Stakeholder Engagement • Leading by Example

FUNCTIONAL COMPETENCIES: • Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow; • Knowledge of administrative rules and regulations; • Ability to perform work of confidential nature; • Ability to create, edit, and present information in clear format, using appropriate IT functionality; • Ability to administer administrative processes.

• Administrative, secretarial, or program experience. • Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is an asset; • Experience with the ATLAS system is an asset. • Knowledge of the other UN official working language is an asset.

The UN Volunteer will be based in Istanbul, the largest city in Turkey where everything is available including education, health services and entertainment. There is a lively and large group of international community. Istanbul is also a UN Hub for the Europe and Central Asia Regional Offices of several UN agencies, including UNDP, UNFPA, UN Women among others. Istanbul airport and Sabiha Gokcen Airport have direct connections with all European, Central Asian and global cities.

Istanbul is a Security level 2 (Low) duty station.

Added 2 years ago - Updated 2 years ago - Source: unv.org